E-8-7 Lost or Stolen Payroll Checks

I. Purpose

To provide employee guidance for reporting lost or stolen payroll checks. 
 

II. Policy

The University of Kentucky will assist employees in the replacement of a lost payroll check or reporting of a stolen payroll check in accordance with the procedures below.

III. Procedures

1. Employees should report stolen payroll checks immediately.
   1. Employees must contact their business officer/department administrator to report a lost or stolen payroll check. The business officer/department administrator will submit the Stop Payment Request Form to Payroll Services.
   2. UKHC employees must contact the UKHC Workforce Management Office to report a lost or stolen payroll check. The UKHC Workforce Management Office will submit the Stop Payment Request Form to Payroll Services.
   3. STEPS employees must contact the STEPS Office to report a lost or stolen payroll check. The STEPS Office will submit the Stop Payment Request Form to Payroll Services.
2. University Financial Services will complete the bank verification of encashment and stop payment process  for all lost check requests.

3. Once the verification and stop payment process is complete, and the bank verifies the check is outstanding, Payroll Services will process a replacement payment.

   A completed and verified stop payment request results in a direct deposit to the employee’s bank account on file within 2–3 business days.

4. In the event a stolen check is cashed, University Financial Services will coordinate an investigation with the payee (employee) and the University’s corporate bank.

   The University will not reissue stolen check funds until receipt of bank notification of fund recovery. Once received, the University will issue a direct deposit for the recovered amount to the employee’s bank account on file.